Electronic Prospects Purge

Overview

Some files loaded into the Electronic Prospects module in Banner through the Recruit and Applicant Data Upload process contain records which cannot be processed because of incomplete or invalid content. These remain in the load area after the rest of the file processes, accumulating and interfering with processing subsequent files. To remove these records, we use one of the normal steps within that load but control it with a special parameter configuration.

Because this parameter configuration leads to removal of all records in the Electronic Prospects module for the specified electronic prospect code it is critical that before initiating the purge described here, all viable records from that prospect code are processed including all suspense and duplicate resolution and the cleanup runs of the Load so that nothing remains in the Electronic Prospects module but records you intend to delete.

The Electronic Prospects Purge (SRTPURG) process removes select information from the Electronic Prospects load module. The purge may be run directly from Banner and is available for Admissions Office staff who process electronic prospect loads for Hobsons/Connect, SAT, and ACT data files. If you do not have access to this purge, please contact our Faculty & Staff Help Desk.

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Accessing the Process

You may access the process using Direct Access or the Reports menu. When you select the Electronic Prospect Purge , the Process Submissions Control form (GJAPCTL) will display so that you may enter the parameters required to run the process.

Accessing the Process Using the Reports Menu

1. Log into Banner.
2. From the main Banner menu, expand Reports.
3. Expand Student Affairs Reports.
4. Expand Admissions Reports.

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1. Select Electronic Prospects Purge (SRTPURG).

Accessing the Process Using Direct Access

1. Log into Banner.
2. Enter SRTPURG in the Go To box and press the Enter key.

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Running the Process

To run the purge, you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for reports.

Key Block (Page 1 – Block 1):

The Key block specifies which report you are running. It will be pre-populated with the Electronic Prospect Purge process (SRTPURG).

Enter the following information:

• Process: Process will be pre-populated with the report. If it is blank or has the wrong value, enter SRTPURG.
• Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.

Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.

Printer Control Block (Page 1 – Block 2):

The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.

Enter the following information:

• Printer: Enter the printer code for where you want report to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance.  If you would like to review this report online, enter DATABASE in the printer field.
• Special Print: Leave the value blank.
• Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly. We recommend this value is left blank.
• Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).

Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.

Parameter Values Block (Page 1 – Block 3):

The Parameter Values block displays a list of parameters used to create the report. As you cursor through each parameter, help text about the parameter is displayed underneath the list of parameters at the bottom of the Parameter Values block. Click on the Search icon for the Values field to see a list of valid values if one is available.

Enter the following information:

• Electronic Prospects Code: Enter the code identifying the type of electronic prospect data to be purged. Choose Help/List from the menu bar for valid codes.
• Run Mode (A=Audit, U=Update): Specify U.
• Leave all other parameters blank.

Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.

Submission Block (Page 1 – Block 4):

The Submission block allows you to save your parameters for future use and to submit the job.

Enter the following information:

• Save Parameter Set as: If you wish to save the parameters to use again, check this box.
• Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.
• Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.
• Hold/Submit: Select the Submit radio button.

Choose File/Save from the menu bar to submit your job. The report should print or be available online within a few minutes.